Admin Assistant / Client Care Coordinator

POSITION: Administrative Assistant / Client Care Coordinator

COMPANY: New York Behavioral Health

REPORTING TO: Integrator / Director of Operations

STATUS: Full-time

COMPENSATION: Starting at $25/hr

LOCATION: Hybrid in-person / remote

AVAILABILITY: Daytime, weekdays

START DATE: August 2023

About The Role

New York Behavioral Health is seeking a motivated Administrative Assistant to support the clients and therapists at New York Behavioral Health. The ideal candidate will have a track record of being reliable, having attention to detail, being organized, deadline driven, and task-oriented.

About You

• You are resourceful. Any time you are able to find answers and solutions on your own without guidance from others, it saves mental and physical energy the team can put towards serving clients and managing the business.
• You are responsive. You will be expected to respond in a timely manner to questions or requests with a confirmation that you received the communication and a commitment to a turnaround time to respond or follow through.
• You are open to growth opportunities. We anticipate this business to grow and are looking for team members who are excited to learn new skills. If you are open and capable of picking up new things, we welcome you.
• You are a team player. You enjoy working as part of a team and recognize each person’s contribution to the success of the company (including your own).
• You are fun-loving. Professional does not necessarily mean stuffy to you. You are casual, laid back, have a sense of humor and enjoy having fun at work.
• You are organized. This position requires multi-tasking. You will need to be able to prioritize and stay on top of tasks and projects to keep the business moving
• You can anticipate needs. On a smaller team like this one, employees don’t always have the time to think ahead. If you are someone who takes initiative and is able to anticipate a need they may have that will support the business or its clients before you are asked, please apply!
• You pay attention to the details. Dotting all the i’s and crossing all the t’s is an important part of this position. You have a keen eye and patience for detail that helps you spot errors or issues before they make it to the the external world.
• You are an excellent communicator. In this position, you will play a role in supporting the company’s founders, clients, and team members. You should be able to communicate clearly, concisely, and professionally.
• You are technically savvy. We use a wide variety of software and online tools for organization, communication, and conducting business.
• You are a multi-tasker. There are typically multiple projects or initiatives happening simultaneously. You should have the ability to prioritize and manage your time while also being flexible enough to switch gears when necessary.
• You are reliable. You are no stranger to deadlines and it’s important to you to follow through on a task or assignment on time. You take your work seriously and show up ready and willing to contribute to the mission of the practice.
• You are a problem solver. You use critical thinking in order to research and recommend solutions for potential obstacles.

The Practice Manager Specialist Is Accountable For

• Resolving client issues
• Community relationships and referrals
• Booking new client sessions
• Website performance
• Keeping the practice organized
• Protecting founders’ white space and keeping them focused
• Maintaining positive client experience

Administrative Assistant Responsibilities Include

• Research and analyze data, prepare reports, presentations, or documents for review or presentation.
• Create and maintain Standard Operating Procedures for regularly recurring tasks and processes. Use Asana to manage tasks, projects, and workflow.
• Manage professional and personal scheduling for the founders including agendas, mail, email, calls, travel arrangements, client / account management, and other company logistics.
• Working with the clinical team, ensure clients are scheduled for sessions and that therapists are maintaining optimum session schedules to hit their targets
• Coordinate with third party providers of digital marketing, paid advertising, and web development to keep work moving.
• Assist the founders and leadership team in day-to-day operational tasks.
• Opening, sorting and distributing incoming mail and other correspondence.
• Maintain the practice EHR system, including scheduling, billing, reporting, and clinician data.
• Manage office software and technology needs such as phone systems, internet, softwares, and coordinating maintenance as necessary.
• Prepare financial statements, reports, memos, invoices, letters, and other documents as assigned.
• Assist the founders and leadership team in planning and preparing for meetings.
• Manage the founders’ email inboxes by organizing, prioritizing, filing, and responding to messages that require their attention. The goal is to achieve inbox zero at the end of each day.
• Become an expert at the inner workings of the administrative operations of the business. This may include managing or reviewing contracts, creating or drafting reports and presentations, coordinating formal documents (like insurance, proposals, etc), and other duties as assigned.
• Respond to client questions and issues in a timely manner. Resolve all client issues in a positive, friendly, and professional manner to maintain client satisfaction and positive client reviews.
• Conduct weekly community outreach to clinics, physicians, and other organizations. Maintain community relationships that encourage referrals.
• Manage internal communications between the founders and both internal team members and external vendors or customers.
• Oversee the performance, maintenance, and function of the websites. Provide monthly reports on performance. Conduct light website maintenance as needed.
• Coordinate scheduling and calendar management for the founders, as well as management of communications and flow of information.
• Provide monthly reporting on marketing metrics.
• Assist in the administration of the budget, HR, IT, office management, company filings, records management, and insurance
• Provide general administrative support.
• Assist founders with personal tasks such as scheduling and errands as needed
• Manage the new client inquiry process including forms, questions, emails and phone calls. Answer questions, explain services, and match clients to best fit therapists based on their needs.
• Prepare founders for their month / week / day by ensuring they are prepared for upcoming meetings, have time blocked for project work, and personal time
• Organize, file and maintain company records in the company shared drive or in a filing system.
• Support the founders and their leadership team on various projects and tasks to ensure priorities are met, organizational goals are achieved, and best practices are upheld.
• Perform office duties that include ordering supplies and managing databases and other records.

Skills And Requirements

• Some customer service experience
• Proven experience as an executive assistant or other relevant administrative support experience.
• Experience integrating and maintaining multiple calendars including Google Calendar, iCal, Acuity (or other online scheduling software)
• Experience working with Gmail labels, folders, and organization systems
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• In-depth understanding of the entire Google Workspace suite and other office productivity tools, with aptitude to learn new software and systems
• Experience with Asana, ClickUp, Trello, Monday.com, or other project management system